# Facilities & Property Services

> CRM for cleaning, maintenance, security, grounds and facilities management companies - tenders, contracts, renewals and multi-site clients.

**URL:** https://cubecrm.co.uk/industries/facilities-services

Contract businesses are won on tenders and kept on service. The CRM should cover both.

Facilities and property services businesses win contracts through tenders and relationships, then keep them by delivering well and renewing on time. Contracts have start dates, terms, sites and break clauses; clients have many sites and several decision-makers; and complaints about service can quietly undermine an account long before renewal. CubeCRM tracks tenders and proposals, holds each client with its sites, contacts and contracts, reminds you of renewals and break dates well ahead, and logs service issues against the account - so account managers know where they stand before the renewal conversation starts.

## Figures

- **Months** Of notice on renewals and breaks
- **By site** Clients, contacts and complaints
- **Every** Tender with an outcome recorded

## Common problems in this sector

- **Renewals and break clauses missed:** Contract dates sit in filing cabinets, and a client serving notice is the first sign that a renewal was due.
- **Multi-site clients split up:** Each site is treated as a separate customer, so the client’s overall experience and value are invisible.
- **Tender deadlines and bid history:** Tenders are tracked in a spreadsheet, with outcomes and pricing rarely recorded for next time.
- **Service complaints unseen by sales:** Operations handle complaints on site, and account managers only hear about them from the client.
- **Prospects with contracts elsewhere:** Prospects say "our contract ends next year", and nobody follows up at the right time.

## What CubeCRM does about it

- **Contracts with every date:** Start, end, break and review dates on each contract, with reminders months ahead and renewals flowing into a pipeline.
- **Clients with all their sites:** Multi-site clients as one account with sites underneath, contacts at each site and reporting at either level.
- **Tender register:** Tenders with deadlines, values, outcomes and winning prices where known, so every bid informs the next.
- **Service issues on the account:** Complaints and service issues logged against the client and site, visible to the account manager.
- **Prospect contract dates:** Record when a prospect’s current contract ends and get a reminder when it is time to approach them.
- **Site visits from a phone:** Log client meetings and site inspections with notes and photographs from site.

## Use cases

### A break clause nobody watched

**Scenario:** A commercial cleaning company lost a large client at a break point it had forgotten about. The client had been unhappy with one site for months.
**Outcome:** Break and renewal dates now generate reviews six months ahead, and site-level complaints are visible to the account manager. The next at-risk contract was identified and retained.

### Timing the approach

**Scenario:** A security services firm regularly heard from prospects that their current contract had a year left to run. Those conversations were rarely followed up at the right time.
**Outcome:** Prospect contract end dates are recorded with reminders four months ahead. The sales team now approaches prospects as they begin reviewing suppliers.

## Getting started

1. **Discovery:** A short, structured session on how enquiries arrive, how you quote, and where customer information lives now - the inboxes, the spreadsheet, the old CRM and the notebook in the car. We come back with what works as standard and what needs configuring.
2. **Setup:** Pipeline stages, fields, quote templates, email connection, teams and permissions set up to match how you sell - not a demo account with your logo dropped on it.
3. **Data import:** Contacts, companies, open opportunities and quote history brought across from spreadsheets, inboxes or your previous CRM, with duplicates merged. You check it against what you had before anybody switches over.
4. **Training & rollout:** Short, role-based training so the sales team learns the pipeline and the office learns enquiries and cases - in person where it helps. Guides and screen recordings left behind for new starters.
5. **Ongoing support:** UK support from the people who built the platform, with a named contact, agreed response times, and a product roadmap you can influence.

## Frequently asked questions

**Does CubeCRM schedule operatives or jobs?**

No. CubeCRM covers tenders, contracts, clients and service issues. Scheduling and job management usually live in a workforce or field service system, which can be connected through the API. CubeERP also includes field service if you need it later.

**Can we record complaints by site?**

Yes. Service cases can be logged against the client and the site, and reported by category, site and period.

**Can we track contract value?**

Yes. Contracts carry annual and total values, so the value at risk in upcoming renewals is visible.

**Can we use it for public sector tenders?**

Yes. Tender records work the same way for public and private sector bids, and UK hosting is often helpful in public sector questionnaires.

## Relevant solution pages

- **Account Management Software** - Plan, grow and protect your most valuable customers - with account plans, contact coverage, renewals and every conversation on the same record. https://cubecrm.co.uk/software/account-management-software
- **Customer Service Software** - Customer queries, complaints and after-sales issues logged as cases on the customer record - with owners, response targets and the sales team kept in the loop. https://cubecrm.co.uk/software/customer-service-software
- **B2B CRM Software** - A CRM built around companies, sites and buying groups rather than individual consumers - for long sales cycles, repeat business and accounts with many people in them. https://cubecrm.co.uk/software/b2b-crm-software
- **Lead Management Software** - Capture, qualify, assign and nurture leads in one place, so sales spends its time on the prospects most likely to buy. https://cubecrm.co.uk/software/lead-management-software

## Related industries

- **Construction & Contractors** - CRM for contractors, sub-contractors and specialist trades - tender enquiries, estimates, main contractor relationships and repeat clients. https://cubecrm.co.uk/industries/construction-contractors
- **Installers & Home Improvement** - CRM for window, door, kitchen, solar, heating and other installers - lead handling, survey bookings, quotes and follow-ups for high-volume enquiries. https://cubecrm.co.uk/industries/installers-home-improvement
- **Wholesale & Distribution** - CRM for wholesalers, distributors and trade suppliers - account management, call cycles, reorder patterns and trade pricing across a large customer base. https://cubecrm.co.uk/industries/wholesale-distribution

## Contact

- **Product:** CubeCRM
- **Trading name of:** Cube Systems Limited (company number 17220899, ICO registration number ZC216972)
- **Email:** hello@cubecrm.co.uk
- **Sales:** sales@cubecrm.co.uk
- **Support:** support@cubecrm.co.uk
- **Telephone:** 01234 672 617 (+441234672617)
- **Address:** Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP
- **Opening hours:** Monday to Friday, 9am to 5.30pm
- **Part of:** Crushed Ice Group (https://crushedicegroup.co.uk)